Automation

Triggers

Automations allow you to send notifications based on creation or modification of records. For details on when and how automations are triggered, please review the Automation Details article.

For information on Building your own triggers, please continue below.

Building a Trigger

Select “Automation” on Record Template Overview pages in the Studio to see Triggers for this Record Template. ​

Create a new trigger or edit existing triggers​

Click the plus icon to create a new trigger or the name of an existing trigger on the left to edit.

Source

Source is locked to the Record Template you’re currently editing. Triggers created here are specific to the Record Instances created using this Template, and won’t act on any other type of record.

Event

Events which can trigger automated reactions are currently limited to Creating or Modifying Record Instance fields, which are specified in Conditions. If you choose create, the automation will only fire if the conditions are met upon record creation. If you chose create or modify, the automation will fire when the record is updated and the conditions are met.

Conditions

Conditions are the parameters you wish to be met in order for the automation to fire. For example, you may set them to fire if a Status field is set to "BLOCKED". If no conditions are specified, the reaction (see next section) will be triggered whenever a Record Instance of this type is created or modified.

Add one or more condition filters to specify more exactly when the reaction is triggered. All conditions must be met to trigger the reaction. Select the specific field which will be monitored for changes. Depending on the field type, you can then specify rules for the condition which will trigger a reaction.

For example: Dropdowns can be set to a specific option (as in our example above), text fields allow exact or partial matches for part of the text value, and numeric fields can be trigger with greater than/less than conditions.

When setting multiple conditions, make sure that the logic for AND and OR joins meets your requirements for the overall condition you want to check. Click on the AND and OR joins to toggle between the type. Use multiple groups if needed to give greater flexibility in configuration.

Reaction

A reaction is the output of an automation. When the conditions of your automation are met, then the reaction will occur. Reactions options are (1) sending an email, (2) posting to the record conversation, and (3) skipping a workflow's tasks.

To Send an Email

Sender Name: Update the Sender Name. All emails are sent via ‘notification@lanetix.com’, but you can specify the display name for the sender.

Recipient(s): Specify a list email addresses, comma separated so that you can use one trigger for many recipients.You may also use API names of user picker fields.

Example: ${owner_id} sends the email to the owner of the record.

You can also pull in email addresses from a text field! This could be used if you want someone outside of the system to receive an email in certain instances. To use this functionality, create a field to house the email address, then set the requirement that the specific text field is ‘known’. In the Recipient’s field, you can then input the field as a recipient. See the example below:

Subject & Email Body: Enter in the text you wish to display in the subject and body fields. Note that the Body field supports HTML code, so you can insert line breaks, images, tables, etc!

Displaying Record Data: You can use special characters and syntax to insert values from fields on the Record Instance into the Subject and Body of the email.

These follow the format ${api_name} where the api_name is specified on the field.

All of the fields on the Record Instance are available as template strings.

For related records using picker fields, use the constraint name as a prefix to the field name, for example ${prospect_company_id.location} instead of ${company_id.location} The constraint name can be found in the picker field details.

NOTE: Related record fields, such as owner name or related record name, can only be surfaced ONCE in the email's body, otherwise the email will not send.

Including Links: To add the a link to the record, perform the following steps:

Create a new text field for this record type named "Trigger ID" with the API name as trigger_id

Skip a Workflow Task

In the ‘Reaction’ section, select ‘Skip Tasks’

Next, you’re presented with every task in the workflow. Select one or many tasks that you’d like to skip.

More Trigger Options

Select the options menu on the trigger name to the left for more options. Clone the trigger to make an exact copy which you can then modify. Deactivate to temporarily put this trigger into non-functional draft mode. Delete to permanently remove the trigger from your Record Template and all Instances.